SOLICITATION_FOR_PACKING,_CRATING_AND_STORAGE_SERVICES.pdf

TABLE OF CONTENTS

Section 1 - The Schedule

SF 18 or SF1449 cover sheet

Continuation to SF1449, RFQ 191N6518Q0022, Schedule of

Supplies/Services, Block 20

Attachment 1: Performance Work Statement Continuation

Attachment 2: Packing Specifications

Attachment 3: Government Furnished Property

Attachment 4: Wood Packaging Material (WPM) regulation

Section 2 - Contract Clauses

Contract Clauses

Addendum to Contract Clauses, FAR and DOSAR clauses not prescribed in

Part 12

Section 3 - Solicitation Provisions

Solicitation Provisions

Addendum to Solicitation Provisions - FAR and DOSAR clauses not prescribed in Part 12

Section 4 - Evaluation Factors

Evaluation Factors

Addendum to Evaluation Factors - FAR and DOSAR Provisions not

Prescribed in Part 12

Section 5 - Representations and Certifications

Representations and Certifications

Addendum to Representations and Certifications - FAR and DOSAR

Provisions not Prescribed in Part 12

CONTINUATION TO SF-1449

RFQ 191N6518Q0022

SECTION 1 - THE SCHEDULE

PRICES, BLOCK 23

INDEFINITE DELIVERY/INDEFINITE QUANTITY CONTRACT

PACKING, CRATING, TRANSPORTING AND STORAGE SERVICES

1. . PERFORMANCE WORK STATEMENT

For each year of the contract, the U.S. Government guarantees a minimum order of

20,000 lbs. The maximum amount of packing, crating, transporting and storage services each year of this contract will not exceed 800,000 lbs.

Individual purchases shall be documented as follows: All requests for shipments or performance of individual jobs under this contract shall be issued via task orders placed by the Contracting Officer. These task orders will be issued on the OF-347 and contain the following information:

(a) Name of Contractor

(b) Contract number

(c) Date of purchase

(d) Purchase number

(e) Name of person placing order

(f) Itemized list of shipment and services furnished

(g) Quantity, unit price, and total price of each item or service, less applicable discounts.

Only a Contracting Officer may place an order and it will always be in writing.

2. PERIOD OF PERFORMANCE

After contract award and submission of acceptable insurance certificates, the Contracting

Officer shall issue a Notice to Proceed / insert start date in the obligated copy of the contract. The Notice to Proceed will establish a date (a minimum of ten (10) days from date of contract award unless the Contractor agrees to an earlier date) on which performance shall start. If the award date is placed in contract then, the contractor shall be informed one week before the start date of the performance of the contract.

3. PRICING

The rates below shall include all direct and indirect costs, insurance (see FAR 52.228-4 and 52.228-5), overhead, and profit. The prices include all expenses and materials required to complete the work.

A. OFFERS AND PAYMENT IN U.S. DOLLARS

U. S. firms are eligible to be paid in U.S. dollars. U.S. Firms desiring to be paid in U.S.

dollars should submit their offers in U.S. dollars. A U.S. firm is defined as a company which operates as a corporation incorporated under the laws of a state within the United

States.

Any firm, which is not a U.S. firm, is a Foreign Firm. Foreign Firms are allowed to submit their quotes in U.S. Dollars. If a Foreign firm quoted its prices in local currency, the Government shall make payment in local currency. If a Foreign Firm quoted its prices in U.S. Dollars and did not possess a license to receive payments in U.S. Dollars, the

Government shall make payments in local currency (Indian Rupees) in accordance with the official exchange rate on the day the payment is processed by the Financial management Office of the U.S. Embassy New Delhi.

B. GOODS & SERVICE TAX (GST)

Goods & Service Tax (GST) is not included in the CLIN rates. Instead, it will be priced as a separate Line Item in the contract and on Invoices. Invoices should include as per instructions given below:

1. Invoice should be a “Tax Invoice”

2. Date of the tax invoice should be current

3. GSTIN of seller must of noted on the invoice

4. UIN 0717USA00138UNS for the Embassy must be noted on the invoice

4. BASE PERIOD PRICES

Term: Twelve (12) Months

Unit of

Measure*

Rate per

Unit

(Rs.)

Estimated

Quantity**

Total Est.

Amount in

(Rs.)

(a) Packing Services

(1) Packing of

HHE***

100 lb.

net

500,000 lbs

(2) Packing of

UAB***

100 lb.

gross

50,000 lbs

(3) Local Move 100 lbs.

30,000 lbs

(4) Local Move of Per Truck 20

Flower Pots (14 ft. or small truck)

(5) Packing of Office

Supplies /Equipment

/all types of appliances in corrugated cartons meant for Consulates in

India and posts worldwide

100 lbs.

net

40,000 lbs

(6) Packing of Office

Supplies/Equipment/all types of appliances, in plywood cases

100 lbs.

40,000 lbs

(7) Packing of Golf cart/Two Wheeler/

Three Wheeler for

Consulates in India

100 lbs.

net

10,000 lbs

(8) If Packed by

Embassy, cost of transportation and customs clearance for shipment less than 5 tons (by Air) per shipment shipments

(9)If Packed by

Embassy, cost of transportation and customs clearance for shipment more than 5 tons (by sea from ICD

Tughlakabad) per

(10) Clearance charges of HHE shipment at

Nhava Sheva port, Mumbai (other detention/ demurrage

/delivery order / shipping line charges and all other charges related to clearance will be paid as per actuals)

Per

(11) Packing & crating

(liftvan) of office / residential

Furniture and appliances, packing in card board and crating in plywood specified in attachment # 2, under container specification and standard packing.

100 Lbs

150000 lbs

(b)Unpacking

Services

(1) Unpacking of HHE

(includes removal of debris)

100 lb.

100,000

(2) Unpacking of UAB

(includes removal of debris)

20,000 lbs

(c) Storage Services

Outgoing

(1)Weekly Storage charges of

HHE@ per week (After the first four weeks which are at the

Contractor’s expense) (including unloading/

Loading services)

(2)Weekly Storage charges of UAB @ per week (After the first four weeks which are at the Contractor’s expense)(including unloading /

Loading services)

50,000 lbs

(3)Weekly storage charges of POV @ per week (SUV / all types utility vehicle.)

100 lbs net

15,000 lbs

Incoming

1)Weekly storage charges of HHE @ per week

(Including unloading/loading

Services)

100 lbs

2)Weekly storage charges of UAB @ per week (Including unloading/loading

Services)

100 lbs

20,000 lbs

(D) Handling charges for return of Uncleared import Shipments.

Shipment documentation, handling, import/ export Formalities.

Rebooking with

Airline/shipping line for new Destination

(after payment of demurrage charges on

Actual billing)

Per

TOTAL

GST @

GRAND TOTAL INCLUDING GST

*Vendor will be paid for minimum of 100 lbs units of measurement even if the requirement is of less than 100 lbs.

**This estimated amount is based on total estimated Government requirements. This means that if more than one award is made, the estimated amount of work awarded under task order(s) to any single contractor will be less than the amount shown.

***This includes packing, crating and transporting till contractor’s warehouse as per scope of work.

The Government will not consider any claim for any additional compensation unless it has been authorized by the Government in writing in advance. The Government shall not be responsible for any work performed that is not specifically provided for under this contract or authorized by the Government in writing in advance.

5. ORDERS

All requests for shipments or performance of individual jobs under this contract shall be issued via an order placed by the Contracting Officer. This task order will contain the following information:

(a) Name of Contractor,

(b) Contract number

(c) Date of purchase

(d) Purchase number

(e) Name of person placing order

(f) Itemized list of shipment and services furnished

(g) Quantity, unit price, and total price of each item or service, less applicable discounts

Orders may be placed orally initially, but must be followed up in writing within 48 hours via issuance of a task order. Only a Contracting Officer may place an order, either orally or in writing.

“If more than one contractor has received an award for these services, the following procedures shall govern the issuance of individual orders. No work shall be performed without an order being issued to the Contractor by the Contracting Officer.

(1) As the need for services arises, the Government will develop a price estimate. If the estimate does not exceed US $3,500, the Government will follow the procedures in paragraph (2) below. If the estimate exceeds US $3,000, the Government will follow the procedures in paragraph (3) below.

(2) Orders not exceeding US $3,500 - The Government will select a contractor for issuance of the order. This decision will be based on the Government's best interests, which may include factors such as estimated price and past performance record.

(3) Orders exceeding US $3,500 - Unless one of the exceptions in paragraph (5), below, applies, the Government will follow one of the following two scenarios:

(a) The Government will request each contractor to perform, AT NO COST

TO THE GOVERNMENT, a pre-shipment survey after which the Contractor will present an estimate to the Government. Whether or not the Contractor is selected for an individual order, the Government shall not be liable for any claim from the

Contractor for the costs of performing the pre-shipment survey. Selection will be based on a combination of estimated price and past performance information; or

(b) If the Contracting Officer can establish which Contractor’s prices will result in the lowest price for the individual order without requesting a pre-shipment survey, the Government will make its award selection based upon the prices set forth in the contract and past performance information gained as a result of contractor performance under this contract.

(4) Regardless of whether the procedures in paragraph (2) or (3) above were followed, selection of contractors shall not be protestable to GAO under Subpart 33.1 of the Federal Acquisition Regulation, except on the grounds that the order increases the scope, period, or maximum value of the contract. However, the Department of

State does have an Acquisition Ombudsman who will review complaints by contractors to ensure that all contractors are afforded a fair opportunity to be considered for these task orders, pursuant to the procedures for award of task orders established herein.

(5) Exceptions to the procedures in paragraph (3) above:

(a) The agency need for the required services is of such urgency that providing such competitive opportunity would result in unacceptable delays;

(b) The order should be issued on a sole-source basis in the interest of economy and efficiency as a logical follow-on to an order already issued under the contract, provided that all awardees were given a fair opportunity to be considered for the original order.

(c) It is necessary to place an order to satisfy a minimum guarantee.]

6. DELIVERY SCHEDULE

The following items shall be delivered under this contract.

Description Qty Delivery Date Deliver to:

Written Estimate (if required) upon COR request

COR

Inventory List 6 each assigned packing effort Contractor - original

Client – one

COR – four

Pre-shipment Survey 1 before each assigned packing effort of household effects

Client

Changes in Date/Time of

Packing

2 two (2) hours before scheduled time/date

Client

Stock Levels Records 1 Throughout period of performance

Non-negotiable Warehouse 1 25 calendar days after pickup COR - original

Receipt storage at the GOV facility

Notification of Completion of

Services

1 immediately upon completion of required services

COR and client

Notice of Availability for

Shipment

1 completion of each assigned packing effort

Request for Shipping 1 24 hours after Notice of

Availability

Required Shipping

Documentation

1 by date of embarkation

Receipt of Effects and

Unaccompanied Air Baggage

1 upon discovery

Delivery Receipt 1 upon completion of delivery and/or unpacking

COR - copy

Inventory List of Articles Lost or Damaged in Shipment

3 7 calendar days after delivery of goods

Contractor – original

COR – one

Client – one

Weight Certificate 1 submission with each invoice COR

Government Identity Cards issued returned upon expiration of contract or when an employee leaves contractor service

7. INVOICES AND PAYMENT

(a) Individual invoices shall be submitted for each order, accompanied by the task order, the weight certificate and the travel authorization (TA) and Invoices shall be submitted in the original with two (2) copies to the Contracting' Officer's Representative

(COR) at the following address (designated payment office only for the purpose of submitting invoices):

The address for submission of original invoice is:

Financial Management Office

American Embassy, Shantipath

Chankyapuri, New Delhi, India

The address for submission of copy of invoice to the COR is :

Customs and shipping office

American Embassy, Shantipath

Chankyapuri, New Delhi, India

The contractor shall show Goods & Service Tax (GST) as a separate item on invoices submitted for payment.

(b) An acceptable invoice containing reimbursable expenditures for international air and sea shipments on foreign flag air carriers or vessels shall include the appropriate certificate or waiver for a US carrier. The Government will disallow expenditures for international air on foreign flag air carriers unless the appropriate certificate or waiver is attached to invoices. The certification used in clause 52.247-63, Preference for U.S.-Flag Air Carriers, satisfies the justification requirement Shipment must be initiated through U.S. Flag Carrier. In case direct routing of a U.S. Flag carrier is not available, shipping office will issue a justification for use of a non U.S. Flag carrier and this justification must be attached along with the invoice.

(c) An acceptable invoice containing reimbursable expenditures for payment of handling and demurrage charges on account of handling return/re-export of Uncleared import shipments shall include reference to the Task Order number, which contained specific authorization to the contractor for paying demurrage as applicable.

8. GOVERNMENT APPROVAL AND ACCEPTANCE OF CONTRACTOR

EMPLOYEES

The Contractor shall subject its personnel to the Government's approval. All employees must pass a suitable investigation conducted by the Contractor, including recommendation(s) from their respective supervisor(s). Also required are a police check covering criminal and/or subversive activities, a check of personal residence, and a credit investigation. The Contractor shall provide all such investigations in summary form to the COR for review and approval or disapproval. THE CONTRACTOR SHALL NOT

USE ANY EMPLOYEES UNDER THIS CONTRACT WITHOUT GOVERNMENT

APPROVAL.

9. KEY PERSONNEL.

The Contractor shall assign to this contract the following key personnel.

Position/Function Name

Project Manager *

The Project Manager shall be fluent in the English language. During the first 90 days of performance, the Contractor shall make no substitutions of key personnel unless the substitution is necessitated by illness, death, or termination of employment.

10. PERSONAL INJURY, PROPERTY LOSS OR DAMAGE (LIABILITY)

The Contractor hereby assumes absolute responsibility and liability for any and all personal injuries or death and/or property damage or losses suffered due to negligence of the Contractor's personnel in the performance of the services under this contract.

11. INSURANCE

The Contractor, at its own expense, shall provide and maintain during the entire period of performance of this contract, whatever insurance is legally necessary. The Contractor shall carry during the entire period of performance the following minimum insurance:

Comprehensive General Liability

Bodily injury Rs.100,000 per occurrence

Rs.1,000,000 cumulative

Property damage Rs.100,000 per occurrence

Rs.1,000,000 cumulative

Workers' Compensation and Employer's Liability

Workers' Compensation and

Occupational Disease Statutory, as

And Employer's Liability required by host country law

12. BONDING OF EMPLOYEES

The Government imposes bonding requirement on this contract. The Contractor shall provide any official bonds required, pay any fees or costs involved or related to equipping of any employees engaged in providing services under this contract, if legally required by the local government or local practice.

13. PERMITS

At no cost to the Government, the Contractor shall obtain all permits, licenses, and appointments required for the prosecution of work. The Contractor shall obtain these permits, licenses, and appointments in compliance with applicable host country laws.

The Contractor shall provide evidence of possession or status of application for such permits, licenses, and appointments to the Contracting Officer with its proposal.

ATTACHMENT 1

PERFORMANCE WORK STATEMENT CONTINUATION

PACKING, CRATING, TRANSPORTING AND SOTRAGE

1. GENERAL

The contractor shall provide services for the United States Mission, New Delhi, India.

This consists of packing, crating, transporting till the contractor’s warehouse (till further instructions from the COR) freight handling, cargo storage, customs clearance and other related services that apply to shipments originating from, consigned to, routed through, and/or moved within the geographic area(s) of New Delhi and the ICDs located in or around New Delhi.

The contractor shall furnish all managerial, administrative, direct labor personnel, materials and transportation that are necessary to accomplish all work required.

Contractor employees shall be on site only for performance of contractual duties and not for other business purposes. Performance requirements for required work are described below.

2. DEFINITIONS

"Article" means one item, piece, or package and contents thereof received by the contractor as listed on the inventory. It can be household effects, professional books, papers and equipment, privately owned vehicles, or general effects included in a shipment.

"Calendar Day" means the twenty-four hour period from midnight to midnight.

Saturdays, Sundays and all holidays are considered calendar days.

"Cargo" means any items consigned to the contractor under this contract for inbound or outbound shipment, whether consisting of household effects or U.S.

Government-owned materials.

"Client" means all United States mission personnel for whom the required services are to be rendered.

"COR" means the Contracting Officer's Representative, appointed in accordance with Section 2 of this contract/purchase order.

"Cube" means the cubic measure of space occupied by a given article after it has been packaged for shipment.

"Estimator” means the contractor employee who has the responsibility to evaluate and provide calculations of the price of packing work to be undertaken. This employee shall provide all calculations in writing.

"Government” means the Government of the United States of America unless specifically stated otherwise.

"Gross Weight” means the weight of the packed shipping container, including the articles packed therein and all materials used for wrapping, cushioning, banding, waterproofing, packaging, blocking and bracing the container.

"Household Effects" means those items that are the personal property of post officials, and are therefore to be packed and transported at U.S. Government expense.

This includes furniture, personal effects and consumables that, because of volume and weight, are shipped via surface freight. (Note: See the clause in Section 1, Attachment 2, paragraph 5 entitled "Prohibited Items" for a listing of items which are not to be packed or transported at U.S. Government expense).

“Local Move” means those items that are the personal property of post officials, and are therefore to be packed and transported within Delhi. Soft pack shipments are not required to be crated but these should be packed well and transported in the covered truck.

"Inventory" means a contractor-prepared list originated at the time the goods are packed. Each inventory is to be reviewed and signed by the client then turned over to the

Contracting Officer's Representative.

"Lift Van" means a wooden storage crate.

“Modular Containers” – lift vans that are reduced in size to accommodate a particular shipment.

"Net Weight" means the gross weight of a shipment less its tare weight.

"Ordering Officer" means the Contracting Officer of the U.S. post.

"Packing" means the activities required to wrap and protect an article, properly place the article in appropriate carton or box, and stow the article and its carton or box in a lift van of sufficient size and constructed in accordance with post specifications;

includes obtaining customs clearances and required documentation for shipment, via surface or air as appropriate.

“Transporting” means transporting the packed material/ liftvans/ boxes / packages till contractor’s warehouse.

"Packaging" means application or use of protective measures, including appropriate protective wrappings, cushioning and interior containers.

"Professional books, papers, and equipment" means reference material, instruments, tools, and equipment peculiar to technicians, mechanics and members of the professions and special skill areas; specialized, job-related clothing not considered to be normal or usual clothing; communication equipment used by members in association with their particular specialty; and military and individually owned or specifically issued field clothing and equipment.

"Services" means the services performed, workmanship, and material furnished or used in the performance of the services.

"Storage Pack" means the final result of wrapping and protecting of articles, and then properly placing these articles in appropriate cartons and boxes, and then storing these articles/cartons in storage pallet boxes as loose pack storage.

"Tare Weight" means the weight of an empty shipping container, excluding all materials used for wrapping, cushioning, banding, waterproofing, packaging, blocking and bracing articles within the exterior container.

"Unaccompanied Air Baggage (UAB)" means that portion of the total weight allowance of personal property that the client is permitted to ship via airfreight. UAB typically includes those items required for short-term housekeeping, such as clothing, linen, ELCTRONIC EQUIPMENT SUCH AS COMPUTER, TV, VCR ETC. and kitchen items.

“Inland Container Depot (ICD)” means ICDs at Tughlakabad, Dadri and

Patparganj.

3. GENERAL REQUIREMENTS

Packing of client household effects (HHE) and Government-owned materials for transportation is a highly specialized function. The measure of performance shall be the condition of packed articles upon arrival at their destination. The Contractor must appreciate the importance of family possessions and U.S. Government property and always take the greatest care in handling and packing such articles.

Effective September 16, 2005 all wood packaging material entering into the United

States must be either heat treated or fumigated with methyl bromide, in accordance with the Guidelines on 7 CFR 319.40 - Importation of Wood Packaging Material, as published on September 16, 2004, http://www.aphis.usda.gov/ppq/wpm/ and marked with an approved international mark certifying treatment. Heat treatment is preferred.

If the fumigation method is chosen post needs to take precautions to ensure only the wood products are fumigated. Many international countries will only accept properly treated and marked WPM under a marking system of the exporting country. For a complete list of other affected countries with similar wood importation restrictions and the effective date of the restrictions visit the USDA website at http://www.nwpca.com/ExportTreatment/ProgramOverview.htm

4. PACKING SPECIFICATIONS AND RESPONSIBILITIES

Labor employed to perform services under this contract shall be experienced and competent in the performance of such services. Those employees who perform services at the client’s office or residence shall be neat and in uniform identifying them as employees of the contractor.

The contractor agrees to provide complete services for surveying, packing, crating, weighing, and marking of household effects, surface baggage and official Government shipments of commodities including, but not limited to, household effects, office and residential furniture, vehicles, and equipment and supplies for shipment within and from

India. Such services will be performed on goods located primarily within the New Delhi metropolitan area.

The contractor shall provide all necessary packing, crating, transporting and storing material required by this specification and standard industry practice for the services under this contract.

At the request of the Contracting Officer’s Representative (COR), the contractor shall survey the goods to be packed and furnish the Government with a written estimate of the weight and required number of lift vans or other containers in which to pack the goods to be shipped. The contractor shall transport packing materials and vans to the designated location ready to perform the services required on the date and at the same time specified by the COR. The Government shall notify the contractor 48 hours in advance unless otherwise mutually agreed. Any services performed outside of normal business hours as may be agreed upon between the parties to this contract shall be for the mutual convenience of the contracting parties and shall create no liability on the part of the

Government for overtime or premium pay charges.

The contractor agrees to provide packing ,crating, transporting till the contractor’s warehouse (till further instructions from the COR) and storing services for exportation purpose, using the best commercial practices to insure a shipment of the least tare weight and smallest cubic measurement compatible with assurance of transportation to destinations without damage or pilferage to containers or contents. Export packing shall include, but shall not be limited to, the following actions by the Contractor:

Padding, dunnage and packing into cases, barrels or crates of all fragile items.

Wrapping in waterproof paper and padding all items of furniture, television sets and other valuable equipment. The Contractor shall crate these items. The

Contractor shall place these items in the lift vans so as to prevent damage or shifting while in transit.

Padding securely all mirrors and framed pictures, marble tops, etc., in crates made to the proper size of good packing grade dry lumber with least tare weight.

Mothproofing all rugs and carpets shall be mothproofed, and crating or wrapping without folding.

Packing clothing items, linens, bedding, lampshades and similar items in containers lined with tissue paper, carefully, to prevent excessive wrinkling or folding.

Freezers or refrigerators shall be dry inside and the Contractor shall pad and secure all removable shelving and interior parts to prevent breakage or damage.

Applying tightly and securely adequate steel banding to all wooden cases and containers and to the outside of other appropriate containers that may be used for shipments.

UAB packing includes burlap wrapping, marking and banding and interior waterproofed with heavy plastic sheeting.

Office Supplies/equipment includes burlap wrapping, marking and banding and interior waterproofed with heavy plastic sheeting. For fragile equipment, packers shall provide plywood boxes.

5. INVENTORY SYSTEM

In conjunction with the client or his/her agent, the contractor shall prepare six copies of an Inventory List of all articles packed, bearing the signature of the client or his/her agent together with the signature of the contractor, both certifying to the correctness of the inventory. The contractor shall ensure diligence in recording any unusual condition of the goods being packed by the contractor. The inventory shall list each article. Words such as "HOUSEHOLD EFFECTS" or other general descriptive terms such as marred, scratched, soiled, worn, torn, gouged, and the like shall be avoided unless they are supplemented with a statement describing the degree and location of the exception. Care in the preparation of the initial inventory will assist in protecting the client of the property and the contractor in the event of loss and/or damage. Inventory Lists shall specify the name of the client of the goods, the date of shipment and the name of the contractor, and contain on the form an explanation of the condition symbols and location symbols. The original of the Inventory List will be retained by the contractor; one copy shall be given to the client or the client's agent; and the remaining copies shall be forwarded to the COR.

6. FREIGHT HANDLING

The contractor shall act on behalf of the Government on any selected incoming and outgoing Government cargo that may be assigned to the contractor under this contract.

To the extent indicated in FAR 52.247-23 (see “ADDENDUM TO CONTRACT

CLAUSES”), the contractor accepts full responsibility for any and all losses and/or damage, from the time such cargo is received into the hands of the contractor until it is released into the custody of the Government as evidenced by a signed receipt. The contractor further agrees that in any instance involving loss or damage to the Government cargo, where the contractor fails to exercise reasonable diligence, the contractor shall assume full responsibility for such losses or damage including payment of claims for such losses or damage.

The Contractor shall transport all incoming Government cargo handled under the contract from commercial facilities at New Delhi to the final destination in New Delhi area or elsewhere in India including off-loading from the contractor's vehicle, as specified by the

COR unless otherwise directed by the COR in writing to the contractor.

No separate Freight handling charges are payable. The packing and unpacking charges under this contract shall include customs clearance, service charges and any other expenditure associated to the import/export formalities of the shipments. This includes

Transportation cost between Residence/Packer’s warehouses, Packer’s warehouses to

ICD/CFS/Airport, Residence to Residence.

The Contractor shall pick up from the Government in the city of New Delhi, in time to insure delivery to ICD New Delhi, or I.G.I. Airport, New Delhi facilities within 48 hours of the request for pickup and subject to availability of containers and shipping space. The

Contractor shall not place cargo in any warehouse at Government expense without prior approval of the COR.

The Contractor shall obtain the copies of the Bill of Lading from the carrier and deliver it to the Government for onward transmittal to the consignee. The Government shall stamp the following 41 CFR 102 provision on these copies:

TERMS AND CONDITIONS. It is mutually agreed and understood between the United

States and carriers, including forwarders, who are parties to this bill of lading that:

This bill of lading is governed by the regulations relating thereto as published in Title 41, Part 102-117.65, of the Code of Federal Regulations Except as provided in 41 CFR 101 or as otherwise stated hereon, this bill of lading is also subject to the same rules and conditions as govern commercial shipments made on the usual forms provided therefore by the carrier. All parties to this bill of lading (carriers, agents, freight forwarders, and others), recognizing that this shipment is made under the auspices of the United States

Government, agree to forgo any liens that may arise from any cause whatsoever and not to detain or impound this shipment for any reason. Carrier shall in no way demand prepayment of charges nor make any collection of charges at time of delivery. Interest shall accrue from the voucher payment date on overcharges made hereunder and shall be paid at the same rate in effect on that date as published by the Secretary of the Treasury pursuant to the Debt Collection Act of 1982.”

For handling return of unclear import shipments, the contractor shall complete the necessary formalities for forwarding the misdirected shipment to its correct destination.

Any handling and demurrage charges that are applicable shall be paid by the contractor and shall be billed to the Government on actual basis.

7. CONTRACTOR RESPONSIBILITIES

The contractor is responsible for strict adherence to all instructions and quality requirements stated in this contract and shall provide the appropriate management effort to ensure that all services are performed. Each packing or unpacking team shall have a team leader to supervise the workforce and serve as a liaison with the COR. This designated person shall have supervision as his/her function during the time the

Contractor is in the client's facility or residence and when Household Effects, Unaccompanied Baggage, or other cargo is being loaded into lift vans or other shipping containers.

Work Skills and Experience. The contractor shall ensure that all personnel assigned to this contract possess the skills and experience necessary for accomplishing their individual tasks.

English Language Qualifications. Each Team Leader must possess sufficient ability in reading, writing, speaking and understanding the English language to carry out the duties prescribed herein for the position. The remaining staff must be able to follow simple instructions in English, and must be able to completely understand the instructions of the

Team Leader.

The contractor's employees shall not at any time:

(a) Smoke in the client's facility or residence;

(b) Arrive at the facility or residence under the influence of drugs or alcohol, or even with alcohol on the breath;

(c) Drink alcoholic beverages on the job, even if offered;

(d) Use the client's bathroom or towels without permission;

(e) Engage in prolonged discussion or argument regarding the job;

(f) Perform any work for the client not specified in this contract; or

(g) Request or accept any articles or currency as a gratuity from the client for

Work performed under this contract.

8. SCHEDULING AND PLANNING SHIPMENT PICKUPS

The COR receives requests from clients for Household Effects pack out dates, and will coordinate the scheduling of shipments with the contractor. The COR will give the

Contractor a completed "Request for Shipment" form which is the notification of scheduling and authority to proceed if "confirmed" is indicated. This form will not be given to the Contractor unless a task order has already been issued by the Contracting

Officer. If "tentative" is checked, the contractor shall contact the COR for information/instructions.

Pre-shipment Survey. Before the HHE has been packed, the contractor shall, in connection with each instance of Household Effects services in this contract, make an on-site pre-shipment survey of the items to be shipped and/or stored to determine the approximate net weight of each category. The survey shall be conducted by a professional Estimator. The survey must list the major items of furniture, appliances and equipment which are to be included in the shipment and/or storage lot. It must also state the number of cartons and crates necessary to properly protect the loose and fragile items.

The Contractor shall give a copy of each survey, signed and dated by the estimator, indicating total estimated net weight of both the export shipment and storage lot to the client, within 2 working days upon completion of the pre-shipment survey. A pre-shipment survey which deviates more than ten percent, either high or low, in either the export or storage estimates, will be documented by the COR in the contractor's performance file. A pre-shipment survey will not normally be required for shipments other than Household Effects shipments.

9. DURATION OF PACKING

The contractor shall perform all packing and/or pickup of household goods and personal effects on the date beginning and at the time agreed upon between the contractor and the client or his/her agent. The client shall be any person the COR specifies as the client in the "Request for Shipment" form authorizing service. All services performed shall be performed on normal workdays between the hours of 09:00 A.M. and 17:30 P.M.

Services may only be performed at the residence before 09:00 A.M., or after 17:30 P.M on normal workdays, or other than normal workdays with the mutual agreement of the parties. This agreement shall create no liability on the part of the Government for overtime or premium pay or other charges to be paid to the Contractor’s employees. If the packing and/or pickup crews will arrive more than two hours later than the scheduled time agreed upon, the contractor shall notify both the client and the COR in advance.

Authorization for any changes in date and time must be authorized by the COR. HHE of

7200 Lbs. and UAB allowance packing must be completed within 2 days of packing and loading to be done on 3rd day. In case, overweight for HHE should be notified well in advance for approval. Any extra days required for packing of fragile items, should be informed well in advance for approval.

10. WEIGHT

Tare Weight Limitation. Whether for official shipments or for household effects, the tare weight shall not exceed 45% of the net weight of the articles packed. If it appears that the 45% limitation will be exceeded, the contractor shall obtain advance approval of the COR before proceeding with the packing. The tare weight and cube of each shipment shall be the minimum that will afford adequate protection to the items being packed.

Contractor shall weigh containers before packing in order to calculate net weight.

Shipping Weight. The contractor will be advised in writing by the COR as to the maximum weight allowance to be shipped and/or stored. The contractor shall not exceed these weights without the COR's consent. If the shipment portion exceeds the maximum authorized weight, the COR must be informed. The contractor shall remove items specified by the COR at no additional cost to the Government or employee. If a shipment is forwarded which exceeds the maximum weight designated in writing by the COR and the COR is not informed about the overweight shipment, the contractor shall be responsible for all costs on that portion of the shipment which exceeds the maximum weight designated.

Calculation error: Contractor must pay close attention while establishing the weight of the shipment. If the weight is incorrectly calculated, the contractor shall be responsible for any difference in the weight. For example: If contractor incorrectly calculates weight of a particular shipment at 7000 lbs and later on finds that the actual weight is 8200 lbs., contractor will be responsible to absorb the cost of 1200 lbs. The Embassy will settle his account only for 7000 lbs. Similarly if the weight is calculated at 8200 lbs. and if it found that actual weight is only 7000 lbs. The Embassy will settle his bill for 7000 lbs.

11. RECORD KEEPING REQUIREMENTS.

Inventory Lists. The contractor shall prepare a complete, accurate and legible Inventory

List as the articles are packed. The client will review and sign the list. The original will be retained by the contractor; one copy shall be given to the client or the client's agent;

and the remaining copies shall be forwarded to the COR immediately after the packing is completed. All exceptions as to the condition of goods listed on the Inventory List must be brought to the client’s attention before goods are removed from the government premises. The Inventory List must be signed by the client and the contractor's Team

Leader, both certifying to the correctness of the Inventory List.

The Inventory List shall show the number and contents of each carton, listed by the correct name in English and Hindi; the date of shipment; lot number; name of contractor;

container (lift van); and, an explanation of the condition symbols used. The Contractor shall give a copy of the Inventory List to the client. Care in the preparation of the initial inventory will assist in protecting the owner of the property and the contractor in the event of loss and/or damage. When there are two or more shipments, each shipment shall have a separate inventory and lot number. Copies of all Inventory Lists shall be provided to the COR by the contractor.

The Inventory List shall also indicate by number which cartons are loaded into the respective shipping containers/lift vans.

The client's name shall appear on each sheet of the Inventory List, and the last sheet must also indicate the total number of boxes, total number of shipping crates

(lift vans), net, tare and gross weights, with measurements and total cubic measure.

Art Objects. The packer shall list art objects by their specific names, i.e., drum, picture, mask, etc. The Inventory List shall include the type of material

(malachite, wood, metal, etc.) and whether the item is of Indian origin.

12. CONTRACTOR RESPONSIBILITIES FOR U.S.GOVERNMENT

FURNISHED MATERIALS. RESERVED

13. STORAGE AREA REQUIREMENTS

All temporary or permanent storage provided, either for unpacked or packed household effects and unaccompanied air baggage, shall be inside storage buildings and areas that are acceptable to and approved by the COR.

In areas assigned for preparation and storage of household effects and unaccompanied air baggage the Contractor shall prevent pilferage or damage by sunlight, water, or fire.

Household effects shall be stored in areas that are dry, well ventilated, clean, free from dust, insects and rodents, have adequate fire protection, and are accessible for routine inspection.

The Contractor shall keep aisles, driveways, and entrances free of storage and equipment not being currently handled or operated.

The Contractor shall remove waste or refuse from storage areas or kept in metal containers with tight-fitting metal lids.

Household effects shall be stored on skids, dunnage, pallet bases, elevated platforms, or similar storage aids, maintaining a minimum of two inches of clearance from the floor to the bottom-most portion of the stored goods. The Contractor shall not store property in contact with exterior or interior walls.

14. REQUIREMENTS FOR STORAGE METHODS

The Contractor shall place household effects and unaccompanied air baggage into temporary or permanent storage inside a warehouse on the day of receipt or, in the event of inclement weather, immediately upon receipt.

All loose-packed storage of household effects shall be of the enclosed lift van type. The

Contractor shall obtain the COR’s approval for any exceptions. Lift vans shall have sound walls and tops and shall be fully enclosed to prevent the entry of dust and other contaminants. The Contractor shall identify all pallet boxes and other boxes and storage containers by affixing to the front of each lift van or container a sign at least 24 centimeters by 15 centimeters in size, type set on poster board material, not hand printed, with the following legend:

U.S. Post

(Shipper's last name)

(lot number)

All letters on each sign described above shall be at least 5 centimeters in height.

The Contractor shall replace moth repellents upholstered articles at least every six months.

The Contractor shall store rugs in fully enclosed rug tubes or rug cartons in rug racks. No more than two rugs are to be stored in each tube or carton. The Contractor shall replenish moth repellents at least every six months.

The Contractor shall establish and maintain a locator system to enable prompt identification and removal of effects in storage.

The Contractor shall store upholstered and overstuffed furniture in special enclosed lift van containers apart from other effects. Upholstered rooms must be fully enclosed areas containing only articles of furniture in loose-pack storage. Walls must have sturdy framing and be covered with a solid sheathing material such as Masonite, cellotex, or plywood of a minimum thickness of one-quarter inch Sheathing shall be free of holes and tightly joined to prevent the entry of dust and contaminants. Entry doors into such upholstered storage rooms must be kept closed at all times except during periods of actual placement into and/or removal of furniture. Any other type of upholstered storage must be specifically approved by the COR before use.

15. WAREHOUSE RECEIPT

Upon receipt of effects, the contractor shall prepare a Non-Negotiable Warehouse

Receipt. The terms shall be subject to approval by the COR, indicating the American post or other Government Agency as the depositor. If the Warehouse Receipt contains provisions that differ from items in this contract, or that are not contained in this contract, these provisions in the Warehouse Receipt shall have no effect against the United States

Government unless the United States Government specifically, in writing, approved each provision at the time the receipt was drafted.

The Warehouse Receipt shall also indicate the name of the owner of the goods, the number of the authorization, the net weight of the storage lot, the number of items deposited, the kind of items and the condition in which they are received. The Contractor shall mail the original of the Warehouse Receipt to the COR within seven calendar days of the pickup of the storage at the Government facility. If access and segregation and/or partial removal is performed, the Contractor shall prepare a new Non-Negotiable

Warehouse Receipt and submit it as directed above.

Warehouse facilities must be approved by the COR and meet the following criteria:

(a) Storage buildings shall be constructed, with masonry walls and floors, watertight roofs, and maintained in good condition. The building shall be kept dry, clean, well ventilated, free of dampness, free of moths, rats, mice, and insets, and in orderly condition at all times.

(b) Each building used for storage under this contract shall have as the minimum standard for qualification either:

(1) an acceptable automatic fire detection and reporting system, or an acceptable automatic sprinkler system; or

(2) a fire prevention and control plan, posted and maintained in each building; and necessary fire extinguishers and/or approved fire-fighting apparatus available and in good working order at all times.

In addition, each storage facility must be protected by an adequate water supply for fire fighting and a fire department that is responsive twenty-four hours per day. Statements from the cognizant fire insurance rating organization shall be used by the Government as a definitive basis for determining the sufficiency or adequacy of a fire-fighting water supply and the responsiveness of a fire department to protect a facility.

(c) The Contractor shall insure that all installed fire protective systems shall be accredited by the cognizant fire insurance rating organization for insurance rate credit.

16. NOTIFICATION OF COMPLETION OF SERVICES

As soon as the required services for outgoing cargo and unaccompanied air baggage shipments are completed, the contractor shall notify the COR and provide the following information:

a. If a shipment of other than Household Effects: Name and Agency affiliation of employee requesting the shipment. Name and Agency affiliation of employee who owns the effects.

b. Government Agency Packing Authorization Number

c. Ultimate destination of shipment

d. Date of pickup, number of pieces and gross weight of shipment.

e. Bill of Lading or Air waybill number assigned to the shipment.

The contractor shall obtain a proper receipt from the carrier or its agent at the time the baggage is delivered to the carrier by the contractor.

Upon completion of each assigned packing effort, the contractor shall provide to the COR a Notice of Availability for Shipment. On this Notice, the contractor shall report the identity of each completed export packing effort, and whether each was for Household

Effects, UAB, or general cargo. The contractor shall confirm each such notification by submitting to the COR, within twenty-four hours, four copies of the Inventory List, together with a written request for shipping instructions containing the following information:

(a) Name of client and Agency affiliation

(b) Government Agency Packing Authorization Number

(c) Ultimate destination of shipment

(d One copy of the export inventory properly prepared.

(e) Packing list itemizing the contents of each shipping container by inventory number; Net, Tare and Gross weight; and a cubic measurement of each shipping container and of total shipment.

Upon receipt of the above information, the COR will furnish to the contractor, in writing:

Any additional shipment marking information; the necessary shipping data.

A completed and signed U.S. Government Bill of Lading (GBL) for each shipment that the Contractor has reported ready to ship.

The contractor shall tender the GBL to the carrier specified to transport the shipment to the port of embarkation. The contractor shall to contact the carrier in sufficient time to load the shipment on the carrier's vehicle in time to have the shipment delivered to the port of embarkation by the delivery date designated in the shipping data furnished by the

Government. In addition, the contractor shall ensure that all customs procedures have been accomplished, and shall obtain required documentation for all shipments. The contractor shall notify the COR in writing if and why any shipment cannot be delivered to the port of embarkation by the date specified. Failure to provide this notice before the latest delivery to the pier may subject the contractor to any Liquidated Damages to be paid by the contractor to the carrier.

17. REQUIREMENTS FOR THE DELIVERY AND UNPACKING OF

HOUSEHOLD EFFECTS, UNACCOMPANIED AIR BAGGAGE (UAB) AND

GENERAL CARGO

Receipt of Effects and Unaccompanied Air Baggage. The Contractor shall notify the

COR immediately if any shipment is received in damaged condition. The Contractor shall make notation of any visible loss or damage on the reverse side of the Government

Bill of Lading and/or on carrier's delivery receipt. Loose-packed effects shall be properly inventoried on receipt and immediately placed in proper palletized storage. If it is necessary to unload a steamship container and place the effects into loose-pack storage prior to delivery, the Contractor shall prepare and sign an Inventory List…